DEFINITION
Documentation of the creation and modification of the description
of a work, including who made the description and when, along
with any relevant notes.
SUBCATEGORIES
GENERAL DISCUSSION
This category is used to document the history of the description
of a work of art or architecture. It is often called a Revision
History of the record.
More than one person may be involved in the creation or revision
of a description of a work of art. Each individual, institution,
and date should be cited in separate occurrences of the category.
This category is critical for the administrative oversight
of the cataloging institution, because tracking the history
of who cataloged the work, what each cataloger contributed
to record, and on what date changes were made to the record,
are critical in maintaining quality control and charting the
progress of a cataloging project.
Some institutions may wish to make this information available
to the researcher. Cataloging history is interesting to the
researcher because it can be used to assess the accuracy and
reliability of a description of a work of art or architecture.
Descriptions that were written a long time ago may not reflect
recent discoveries or trends in scholarship.
RELATED CATEGORIES and ACCESS
The sources of the information contained in the description
of the work should be indicated in the categories RELATED
TEXTUAL REFERENCES and RELATED VISUAL DOCUMENTATION and in
the CITATIONS subcategories for each category.
25.1. Cataloging Institution
DEFINITION
The institution with which the individual who wrote or revised
the description of a work is affiliated.
EXAMPLES
- National Gallery (London, England, UK)
- Library of Congress (Washington, DC, USA)
- Monastery of Santa Maria Novella (Florence, Italy)
- Utmali Museum (Umtali, Zimbabwe)
- Museum of Contemporary Art (Los Angeles, California, USA)
- Cartographic and Architectural Archives Division, National
Archives of Canada (Ottawa, Canada)
- Indiana University (Bloomington, Indiana, USA)
- independent scholar
DISCUSSION and GUIDELINES
Optional: Record the name and location of the
institution that cataloged or described the work of art or
architecture. For museum objects, this is typically the repository.
Historical records of descriptions may be included.
Form and syntax
Follow rules for constructing names in the PERSON/CORPORATE
BODY AUTHORITY.
If the cataloger is not affiliated with an institution, use
a value such as N/A or independent scholar.
TERMINOLOGY/FORMAT
Authority: Control this subcategory with the
PERSON/CORPORATE BODY AUTHORITY.
25.2. Cataloger Name
DEFINITION
The name of the individual who wrote, recorded, or revised
information about a work.
EXAMPLES
Gatta, Joey
Katterman, Louis
Felino, Leonard A.
Amurra, Juliet
unknown
DISCUSSION and GUIDELINES
Optional: Record the name of the individual
responsible for creating or altering the catalog record or
description of the work of art or architecture. For museum
objects, this is typically a person employed by the repository.
Historical records of descriptions may be included.
Form and syntax
Follow rules for constructing names in the PERSON/CORPORATE
BODY AUTHORITY.
Allow for the expression of uncertainty, such as unknown.
TERMINOLOGY/FORMAT
Authority or Controlled List: Control this
subcategory with the PERSON/CORPORATE BODY AUTHORITY. Alternatively,
maintain a controlled list of logins and passwords for those
authorized to edit or create records.
25.3. Cataloger Action
DEFINITION
The action performed by the individual when creating or revising
the record.
EXAMPLES
- created
- updated
- added
- deleted
- approved
- published
DISCUSSION and GUIDELINES
Optional: Record a term identifying the type
of action done to the record. Use lower case.
Actions may include creating a new record, adding or changing
information to a particular field in a record, or deleting
information in a record. Ideally, these actions would be tracked
automatically by the computer cataloging system. If not, they
should be recorded in the REMARKS note.
TERMINOLOGY/FORMAT
Controlled list: Control this subcategory with
a controlled list, including the terms in the Examples above,
and other terms as necessary.
25.4. Area of Record Affected
DEFINITION
The area or fields of the record that were affected by the
cataloger's ACTION .
EXAMPLES
- title
- creator
- condition history
- work type
- subject
DISCUSSION and GUIDELINES
Optional: Record a term identifying the type
of action done to the record. Use lower case.
Depending upon local requirements for keeping track of individual
changes to the record, the choices may be limited to certain
areas of the record (as in the Examples above), or the full
list of fields may be among the choices.
TERMINOLOGY/FORMAT
Controlled list: Control this subcategory with
a controlled list, including the terms in the Examples above,
and other terms as necessary
25.5. Cataloging Date
DEFINITION
The date or date and time when an ACTION was done.
EXAMPLES
2000-05-02 13:05:25
July 11, 1994, 9:25AM
12 April 1984
1993
September 1674
before 1872
ca. 1545
DISCUSSION and GUIDELINES
Optional: Record the date when the action took
place.
Form and syntax
Depending upon local practice, a display date field may be
used, or the action may simply be automatically time stamped
by the computer system (e.g., in the first examples above).
The date may then be displayed in various formats, as needed.
If you are recording historical descriptions in this category,
it is recommended to include a free-text display date field,
so that nuance and expressions of uncertainty may be recorded
as necessary. Follow the applicable rules for display dates
in CREATION - CREATION DATE.
TERMINOLOGY/FORMAT
Free-text: This is not a controlled field.
Maintain consistent capitalization, punctuation, and syntax
where possible. Index the dates in the controlled EARLIEST
and LATEST DATE subcategories
25.5.1. Earliest Date
DEFINITION
The earliest date when the ACTION was done.
EXAMPLES
2000-05-02 13:05:25
1420
-900
DISCUSSION and GUIDELINES
Optional: Record the earliest date indicated
in display DATE. Always record years in the proleptic Gregorian
calendar.
If cataloging activities are being automatically time stamped
by the computer system, this date may be the date automatically
generated by the system. Whereas, for all other Earliest and
Latest Dates in the CDWA, both Earliest and Latest Dates are
required, for this subcategory it is acceptable to use a single
automatically generated date and time in compliance with local
practice.
Form and syntax
Follow the applicable rules for display dates in CREATION
- CREATION DATE - EARLIEST DATE.
TERMINOLOGY/FORMAT
Controlled format: Date information must be
formatted consistently to allow retrieval. Local rules should
be in place. Suggested formats are available in the ISO Standard
and W3 XML Schema Part 2.
ISO 8601:2004 Representation of dates and times. International
Organization for Standardization. Data Elements and Interchange
Formats. Information Interchange. Representation of Dates
and Times. Geneva, Switzerland: International Organization
for Standardization, 2004.
XML Schema Part 2: Datatypes, 2001. www.w3.org/TR/xmlschema-2/.
25.5.2. Latest Date
DEFINITION
The latest date when the ACTION was done.
EXAMPLES
2000-05-02 13:05:25
1521
9999
DISCUSSION and GUIDELINES
Optional: Record the latest date indicated
in display DATE. Always record years in the proleptic Gregorian
calendar.
If cataloging activities are being automatically time stamped
by the computer system, this date may be unnecessary, given
that it would always be identical to the EARLIEST DATE automatically
generated by the system. Whereas, for all other Earliest and
Latest Dates in the CDWA, both Earliest and Latest Dates are
required, for this subcategory it is acceptable to use a single
automatically generated date and time in compliance with local
practice.
Form and syntax
Follow the applicable rules for display dates in CREATION
- CREATION DATE - EARLIEST DATE.
TERMINOLOGY/FORMAT
Controlled format: Date information must be
formatted consistently to allow retrieval. Local rules should
be in place. Suggested formats are available in the ISO Standard
and W3 XML Schema Part 2.
ISO 8601:2004 Representation of dates and times. International
Organization for Standardization. Data Elements and Interchange
Formats. Information Interchange. Representation of Dates
and Times. Geneva, Switzerland: International Organization
for Standardization, 2004.
XML Schema Part 2: Datatypes, 2001. www.w3.org/TR/xmlschema-2/.
25.6. Remarks
DEFINITION
Any notes or comments about the process of cataloging the
work, or of creating or modifying the description of it.
DISCUSSION and GUIDELINES
Optional: Record any editor's notes or other
comments on the precise actions performed on a record by a
particular cataloger.
TERMINOLOGY/FORMAT
Free text: This subcategory is not controlled.
25.7. Object/Work Record ID
DEFINITION
A number used to uniquely identify the Object/Work record
to the computer system.
DISCUSSION and GUIDELINES
Optional: It is optional but highly recommended
to use persistent unique numeric identifiers for the Object/Work
record in the computer system. Typically, such numeric schemes
are composed of a consistent, defined range of integers (e.g.,
12 number sequences, such as 100000000123). Alternatively,
numbers may be applied sequentially beginning with number
one. Numbers used for this purpose should be tied to, but
typically not the same as, the CURRENT LOCATION-REPOSITORY
NUMBERS.
TERMINOLOGY/FORMAT
Controlled format: This subcategory is automatically
generated and controlled.
25.8. Cataloging Language
DEFINITION
The language in which the cataloging record is written.
DISCUSSION and GUIDELINES
Optional: It is optional but highly recommended
to indicate which is the primary language of the cataloging record. Whereas information recorded in various fields, such as Inscription, may appear in a variety of languages, generally the field tags and basic language of a given record may be identified. If the record is equally represented by two or mor languages, list both or all languages here. In such cases, it is desirable to employ a system that allows the separation of each record according to language; for example, to allow a display in English or a display in French.
TERMINOLOGY/FORMAT
Controlled terminology: Control the terminology, using the AAT languages, or another source for language names.
EXAMPLES
[for an object in a museum]
1. Cataloging Institution: Marshall Museum
of Fine Arts (Macinaw, Connecticut, USA)
Cataloger Name:
Katterman, Louis
Action: created
Area of Record Affected:
record
Date: 1983-12-19
08:19:23
Earliest
Date: 1983-12-19 08:19:23
Latest
Date: 1983-12-19 08:19:23
Remarks:
2. Cataloging Institution: Marshall Museum
of Fine Arts (Macinaw, Connecticut, USA)
Cataloger Name: Gatta,
Joey
Action: added
Area of Record Affected:
title
Date: 1990-05-30
11:11:02
Earliest
Date: 1990-05-30 11:11:02
Latest
Date: 1990-05-30 11:11:02
Remarks: JG
1990-05: I added the exhibition title from "Greatest
Hits of the Marshall"
3. Cataloging Institution: Marshall Museum
of Fine Arts (Macinaw, Connecticut, USA)
Cataloger Name: Gatta,
Joey
Action: updated
Area of Record Affected:
creator
Date: 1992-06-11
09:54:10
Earliest
Date: 1992-06-11 09:54:10
Latest
Date: 1992-06-11 09:54:10
Remarks: JG
1992-06: The attribution was changed, so we added a new
creator.
[a reference to a historical description of an object]
Cataloging Institution: Villa I Tatti, Harvard
University (Florence, Italy)
Cataloger Name: Berenson, Bernard
Action: created
Area of Record Affected: record
Date: 1943/1945
Earliest Date:
1943
Latest Date:
1945
Remarks: The work was originally cataloged
by Berenson, based on his personal observation of the work,
photographs, and documentation from the dealer
NOTE: The outline numbers are subject to change; they are
intended only to organize this document.
Revised 6 September 2019
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